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Correcting Accruals |
  
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Correcting Accruals |
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1. Fixing the fact that the accrual(s) aren't working properly for an employee
Below are some reasons why accruals could not be accruing.
Pay Type – One of the pay rates or allowances being used to pay the employee in their pay envelope is not set up correctly. Check the employee's past pay slips to see what Pay Types are used. Click on the 'Pay Types' picture button from the main screen of e-PayDay®. Double click on one of the pay types used to pay the employee. In it's details there should be a cross in the box next to the affected accruals at the bottom of the window. Note how the pay type is "Paid By".
Award - Click on the 'Awards' picture button from the main screen of e-PayDay®. Double click on the award the employee is linked to.
- In the 'Accruals 2' TAB there should be figures in the 'Yearly Entitlement' column.
- If the pay type being used to pay the employee is "paid by" anything other than hours, then the accrual method can't be 'Per Hour (Pro Rata)'. If this is the case then
'Per Pay Period (Lump Sum)' may be a better choice.
Employee Details - Click on the 'Employees' picture button at the top of the main screen of e-PayDay®. Double click on an employee's name, then once in their details, click on the 'More' button (bottom left) and go to the 'Accruals 2' TAB. Any payruns where accruals were applicable need to be after the 'Accrual Commencement Date'.
2. Testing whether you have fixed the "non-accruing" accruals
Go into the pay envelope for this employee, as if you were going to pay them. Alter the QTY column for a typical pay rate used to pay the employee. Each time the QTY is altered press the ENTER key. You should be able to see the accrual balances (top right of pay envelope) changing each time. Once satisfied click 'Cancel' to exit the pay envelope
3. Working out what the accrual balance(s) should be for each employee
Stage 1
Click on the 'Awards' picture button from the main screen of e-PayDay®.
Double click on the award the employee is linked to.
In the 'Accruals 2' TAB, click on the 'Accrual Calculations' button at the bottom of the window.
In the window that appears, all figures are in hours. For example, if the figure in the hourly column on the line for Annual leave was 0.07666 then for every hour worked by an employee linked to this award, their Annual Leave balance would increase by 0.07666 hours. These breakdowns need to be written down, especially the hourly ones.
Stage 2
Over a specific date range, run an 'Employee Hours Summary' report for the selected employees. This date range should encompass all payruns for the employee(s) where the accruals were not accruing.
On the report, add up the total figures of the 'Ord + Pub', 'Hols', 'Sick' and 'RDO' columns. This sum is the amount of hours that the accruals were accrued on.
Multiply this sum by the hourly breakdown for the accrual.
An amount needs to be subtracted from this figure. If this were for annual leave or long service leave, then the total of the 'Hols' column would be taken off this figure. If this were for sick leave then you would take off the total in the 'Sick' column. This gives a reflection of how much the accrual balance should of gone up by in the date range reported on.
If the employee had an existing balance at the beginning of the date range, then add this to the figure worked out above and this will be the employee's true balance for this accrual.
4. Amending the accrual balance(s) of the employee(s)
Click on the 'Employees' picture button at the top of the main screen of e-PayDay®.
Double click on the employee's name, then once in their details, click on the 'More' button (bottom left) and go to the 'Accruals 2' TAB.
Click on the 'Edit' button (bottom left) and amend the appropriate balance.